1. Introduction

BrightOne Creative ("we", "us", "our") respects your privacy. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our website (brightone.ca), book our services, register at open houses hosted using our technology, or otherwise interact with us. We comply with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial legislation where applicable. Our designated Privacy Officer is responsible for ensuring compliance and can be reached at [email protected]. By using our website or services, you consent to the practices described in this policy.

2. Information We Collect

We may collect the following types of information:

General Client & Service Information:

• Name, email address, phone number, and mailing address when you contact us, request a quote, or book a service.
• Property address and details relevant to the service (e.g., access instructions, listing information).
• Payment and billing information as needed to process payments (processed securely via third-party payment processors).
• Communications you send us and our responses.

Open House Registry Visitor Data:

• Full name, email address, and phone number when signing in at a digital open house kiosk or showcase.
• Representation status (whether working with a buyer agent, and agent details).
• Purchasing timeframe, mortgage pre-approval status, and feedback comments submitted on the sign-in form.
• Technical logging data: hashed IP address (`ip_hash`) and browser user-agent string for security verification and anti-abuse protection.

Real Estate Agent Professional Data:

• Agent profile details including full name, business email, phone number, brokerage affiliation, title, headshot photo, and social media handles.

Property Listing & Tour Metadata:

• Property addresses, listing identifiers (such as MLS® / Listing numbers), property specifications (bedrooms, bathrooms, square footage, price), and public remarks submitted by users or extracted from user-supplied listing sheets.
• BrightOne is an independent software provider and does not maintain direct automated data connections to closed board MLS® networks. All listing data processed by our tools is provided directly by users to create marketing collateral, itineraries, and media packages at their direction.

Information collected automatically:

• Technical data such as IP address, browser type, device type, and operating system.
• Usage data such as pages visited, time spent on the site, and referring website.
• Cookies and similar technologies as described in the Cookies section below.

3. How We Use Your Information

We use your information to:

• Provide, manage, and improve our photography, videography, marketing studio, and related services.
• Process open house kiosk registrations and deliver instant digital feature packages (virtual tours, floor plans, feature sheets).
• Provide real-time open house visitor lead alerts to hosting real estate agents and brokerages.
• Process bookings, send confirmations, and deliver your projects.
• Process payments and manage billing.
• Communicate with you about your projects and respond to enquiries.
• Send promotional communications (only where you have explicitly opted in; you may opt out at any time).
• Improve our website, services, and user experience.
• Measure product usage and diagnose errors (for example, which features signed-in agents use, and whether key flows succeed), using analytics tools as described below.
• Comply with legal obligations and protect our rights and the rights of others.
• Prevent fraud and ensure the security of our systems.

4. Sharing Your Information

We do not sell your personal information. We share your information only in the following circumstances:

• Hosting Real Estate Agents & Brokerages: When you register at an open house showcase, your registration details (name, contact info, agent representation, timeframe, and comments) are shared directly with the host agent and brokerage managing that listing.
• Service providers: With trusted third parties who assist us (e.g., payment processors, email delivery, cloud storage, analytics), subject to contractual confidentiality and data protection obligations. This includes PostHog (product analytics and error diagnostics), and may include Google Analytics and Meta Pixel when you consent to analytics cookies.
• Legal requirements: When required by law, court order, or government request, or to protect our rights, safety, or property.
• With your consent: Where you have given us explicit permission.

We require third parties to use your information only for the purposes we specify and in accordance with applicable privacy laws.

5. Cookies, Analytics & Product Telemetry

Our website may use cookies and similar technologies to remember preferences, keep you signed in, analyse traffic, measure product usage, and improve functionality. Essential cookies are required for authentication and security. Analytical and marketing cookies (including PostHog, Google Analytics, and Meta Pixel) load only if you choose Accept All on our cookie banner. Choosing Essential Only opts you out of those client-side analytics tools; you can change your browser settings or clear site data to reset the banner and choose again.

PostHog: We use PostHog to understand how the product is used (for example, dashboard feature access such as Open House and ShowRoute), to capture technical errors, and to improve reliability. For signed-in account holders, we may record in-app interactions (including ShowRoute tour details such as client/showing name, dates, addresses, and stop lists) together with an internal user identifier and limited account metadata. Creating an account includes agreeing to this product analytics, as described in this Privacy Policy. For public open-house visitors, we do not send full visitor contact details to PostHog; server-side events use a hashed identifier rather than raw email.

You can learn more about PostHog's practices in their privacy documentation. You may also contact us at [email protected] to ask about analytics data associated with your account.

6. International Data Transfers

BrightOne Creative is based in Canada. Some service providers process information on servers located outside Canada, including in the United States and/or the European Union (for example, PostHog Cloud and other cloud or analytics providers). Where personal information is transferred outside Canada, we take steps consistent with Canadian privacy law to ensure comparable protection through contractual and organizational safeguards. By using our website or services—or by accepting analytics cookies—you acknowledge that your information may be processed in those jurisdictions, which may have different privacy rules than Canada.

7. Data Retention & Security

We adhere to specific retention schedules based on data classification:

• Open House Registry Data: Retained for a maximum of 24 months from the date of sign-in, after which personal identifiable records are automatically anonymized or purged.
• ShowRoute Routes: Retained for a maximum of 6 months from the date a route is created, after which the tour and its stop details are automatically deleted.
• Booking & Financial Records: Retained for the duration of our business relationship plus 7 years to comply with Canadian accounting and tax obligations.
• Agent Account Profiles: Retained for the duration of the active account relationship and deleted upon request following service termination.

We implement technical and organizational security safeguards (including encrypted connections, parameterized databases, and restricted access roles) to protect your personal information against unauthorized access, loss, or alteration.

8. Your Rights & Choices

Depending on applicable law, you may have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information (subject to legal and contractual limits).
• Withdraw consent where we rely on consent for processing.
• Opt out of marketing communications at any time (e.g., via unsubscribe links or by contacting us).
• Opt out of non-essential analytics cookies by selecting Essential Only on our cookie banner (or resetting consent via clearing site data for this domain).
• Lodge a complaint with a supervisory authority if you believe we have not handled your information properly.

To exercise these rights or ask questions about your data, contact us at [email protected]. We will respond in accordance with applicable law.

9. Third-Party Links & Platforms

Our website and tools may contain links to or integrate workflows with third-party platforms (e.g., social media, Google Maps, WhatsApp, or real estate portals). We are not responsible for the privacy practices, policies, or trademark compliance of those external platforms. References to third-party services, trademarks (including MLS® or REALTOR®), or platforms are strictly descriptive and do not imply endorsement, affiliation, or sponsorship.

10. Children

Our services and website are not directed at children under 13. We do not knowingly collect personal information from children. If you believe we have collected such information, please contact us and we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top will be revised when changes are made. We encourage you to review this page periodically. Continued use of our website or services after changes constitutes acceptance of the updated policy. For material changes, we may provide additional notice (e.g., by email or a notice on our website).

12. Contact Us

For privacy-related questions, to exercise your rights, or to request a copy of this policy, contact BrightOne Creative at [email protected] or 416-419-9689. You can also review our Terms and Conditions for the terms governing use of our website and services.